Human Resources Coordinator

This position has an end date of one year from the date of hire and offers a comprehensive benefits package which can be viewed at: www.hrs.ualberta.ca.

The Human Resources Coordinator is responsible for the daily departmental transactional processes, as well as ensuring that the first level of Human Resources questions are responded to accurately and in a timely manner, as well as escalating them as needed. This position is highly administrative and acts as a general resource for employees for the Department of Medicine and its 14 divisions. The Human Resources Coordinator manages the payroll process and reconciliation, responds to any questions and concerns from staff, participates in recruitment, creates appointment and extension paperwork/Smartforms, manages employee files and maintains the Leave Reporting spreadsheet for the Department.

Reporting to the HR Team Lead, this position supports and gathers information for both the HR Manager/Partner and the HR Team Lead, assists the HR Advisor with his/her portfolio and provides back up support for the other HR Coordinator. The incumbent must be a team player – willing and able to contribute to the effective functioning of the team and its processes. 

 

Duties

• Completes SMART forms or paperwork for new hires, extensions, speedcode changes, transfers, etc.
• Maintains large Excel database for tracking Monthly Reporting Forms for the Department of Medicine
• Keys absences into PeopleSoft and follows up with employee and supervisors/HR Team Lead on issues with vacation usage (over usage, inaccurate submissions/discrepancies, etc)
• Distributes Performance Appraisals and Probation Reviews; completes vacation audits to accompany Performance Appraisals
• Reconciles all the vacation audits to ensure time has been accrued and deducted accurately in HCM; works with Payroll Advisor at Central HR when errors are identified and ensures they have been completed
• Runs termination report monthly; sends out notice emails to Supervisors that employee’s appointment is ending requesting information if the employee should be extended (as well as all other appointment information); tracks communication; sends follow up emails as required
• Responsible for the process of closing competition files; responsible for the file retention and management of terminated employee files; referring to and following UAPPOL policies and guidelines
• Provides advice and guidance on payroll, exception pay, benefits, absence reporting, and appointments (casual, auxiliary rules and requirements)
• Completes forms for new hires, employee type changes, speedcode changes, extensions, and terminations
• Maintains employee records and files
• Consults with HR Partner/Manager, HR Team Lead or HR Advisor on unusual cases
• Advises staff and supervisors on employment standards, University policies and procedures, FOIPP and verifies Collective Agreement interpretation with HR Partner prior to relaying the information out to the client group
• Responds to employee inquiries on their employment (including payroll, benefits, general terms of casual level 1, 2 and auxiliary hourly entitlements)
• Collaboratively works with the HR Advisor to provide full support for the portfolio of divisions and research units; works closely with the HR Employment & Pay Advisor, Pensions & Benefits Advisor; in frequent contact with Divisional Administrators and Supervisors 
• Ensure semi-monthly payroll is completed by the HR Central deadline; completes time audits to verify data entered into HCM is accurate
• Processes all exception pay; questions any issues with submissions using the Collective Agreement
• Keys in semi-monthly payroll for approximately 100 employees; ensures all semi-monthly payroll is submitted as per Employment Standards and/or the CA
• Informs supervisors in the Department on the rules of Employment Standards/CA to make sure they make informed scheduling decisions
• Works with Payroll Advisor at Central HR when errors are identified and ensures they have been corrected
• Assists with the recruitment process as required:  developing job postings, submitting them in the Recruitment and Advertising Database (RAD) for posting, working with the Recruitment Advisor on posting details (external advertisements, length of posting, extensions), shortlisting applicants, booking rooms and interviews, preparing interview packages, participating on the interview panel, completing reference checks, preparing offer letters, notifying unsuccessful applicants, closing and scanning competition files, etc.
• Performs other administrative duties as required

 

Qualifications

• High School Diploma supplemented by post-secondary training in office administration, preferably in Human Resources Administration
• 1-2 years experience working in the Human Resource field or similar environment
• Computer proficiency using MS Office (Word and Excel) and experience using PeopleSoft or equivalent
• Excellent verbal and written communication skills; ability to maintain confidentiality
• Strong interpersonal and problem solving skills
• Impeccable attention to detail and time management skills
• Team player who works collaboratively with a team and can also work efficiently independently